Position Title / HR Systems Officer
Position No / 27014
Department / Human Resources
Faculty/Centre / Corporate Services
Classification / PACCT Worker 3 (PW3)
Salary Range / $48,053 p.a. to $51,295 p.a. pro rata
Prepared By / HR Systems Manager
Date / December 2014
Reference No / 38986900045
Approved By / Associate Director, Human Resources
Primary Objectives of Position / To provide administrative support in the Department with an emphasis on:
–Ensuring Human Resources and Payroll data is accurate for new and existing staff.
–Direct and timely support to the HR Systems Manager with a particular focus on administration relating to information systems.
–Accurate information and advice to Managers and staff on terms and conditions of employment.
Manager/Supervisor / HR Systems Manager
Role Of Subordinates (Where Applicable) / Not applicable
Internal Communication Requirements /
  • Deans
  • Heads of Department
  • Heads of Administrative Department
  • Payroll Office staff
  • Staff

External Communication Requirements / Communicatewith relevant external authorities such as:
  • VicSuper
  • ESS Super
  • Centrelink, and Financial Institutions.

Specific Accountabilities /
  1. Provide advice to new full-time and part-time employees including explaining terms and conditions of employment, eligibility to work checks i.e. Visa, WWCC, processing of taxation and superannuation forms and organising Health Declarations.
  2. Process paperwork for new casual employees ensuring appropriate authorisation is obtained and that the provisions of relevant Awards/Agreements are met.
  3. Initialise and maintain personal and organisational details onto Institute payroll system.
  4. Prepare and process payroll actions required within a fortnightly pay cycle including Salary variations and Leave forms.
  5. Calculate and prepare employee cessation payments accurately for payroll processing.
  6. Produce and action a monthly report that highlights any amendments re employee’s terms and conditions for payroll processing.
  7. Provide information and advice to staff on terms and conditions of employment in accordance with the Fair Work Act 2009, Modern Awards and related Agreements.
  8. Ensure leave, salary and other entitlements are accurately calculated, processed and maintained.
  9. Provide accurate records of data to external organisations i.e. Prior Service requests, Centrelink, Bank institutions, etc.
  1. Provide administrative support for superannuation schemes including salary sacrifice arrangements to VicSuper, ESS Super and Choice of Fund.
  2. Prepare statistics and reports as directed by the HR Systems Manager.
  3. Provide general administrative support including word processing within the HRIS Unit as directed by the HR Systems Manager.
  4. Monitor and administer Staff Access Requests (SAS) submitted on-line for approval.
  5. General office filing and other duties as directed to ensure HR Records and systems are efficiently maintained.
  6. Supportto other units within the Human Resources Department on an as-need basis as directed by the HR Systems Manager.
  7. Under direction of the HR Systems Manager, perform other duties consistent with the incumbent’s qualifications and skills to support broader departmental requirements.

Qualifications / Relevant Degree or Diploma or a suitable combination of lesser qualifications and experience.
Knowledge /
  • Knowledge of contemporary HR Practices e.g. on-line employee entitlements, Superannuation.
  • Knowledge of general HR and payroll procedures.
  • Knowledge of Human Resource Information Systems.

Experience /
  • Experience with a computerised HR/Payroll system.
  • Experience in the application of Industrial Awards and Agreements.
  • Experience working in HR/Payroll environment.

Skills /
  • Proficient in Microsoft Suite (Word, Excel, Power Point etc).
  • Administrative skills.
  • Sound mathematical skills.
  • Attention to detail.
  • Excellent communication and organisational skills.
  • Ability to prioritise tasks, work under pressure and meet deadlines.
  • Ability to work as part of a team.

Key Selection Criteria / 1.Excellent communication, organisational and interpersonal skills.
2.Experience and knowledge of HR/Payroll procedures and information systems.
3.Relevant Degree or Diploma or a suitable combination of lesser qualifications and experience.
4.Attention to detail and accurate administrative skills.
5.Demonstrated ability to work under pressure and meet deadlines.
6.Ability to participate in a team environment.
Other /
  • The Incumbent may be required to perform his/her duties at any campus or location controlled by the Board or elsewhere as directed.

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